Executive Office Manager

Be the Difference

Astrion offers comprehensive services that boost preparedness, optimize performance, and ensure success across various domains, from Cyber to Digital, Mission and Systems, servicing our nation's Civilian, Defense and Space communities. We support customers with Centers of Excellence in Washington DC and Huntsville, AL with an additional 36+ locations across the U.S.

Astrion has an exciting opportunity for an Executive Office Manager.

JOB DETAILS

LOCATION: Arlington, VA

JOB STATUS: Full-time (Non-Exempt)

REQUIRED QUALIFICATIONS / SKILLS

• High School Diploma required, along with proven experience operating in a front desk environment and performing executive administrative tasks.

• Strong interpersonal skills with a professional and courteous phone manner.

• Positive, can-do attitude with the ability to work well with individuals at all levels.

• Highly reliable and punctual, with excellent organizational and time-management skills.

• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

• Demonstrated ability to manage multiple priorities in a fast-paced environment.

• Must be willing and able to travel to the Washington, D.C. office several times a week to support meetings and assist the Executive Leadership Team (ELT).

DESIRED QUALIFICATIONS / SKILLS

• Working knowledge of mail processes, postage machine, FedEx and USPS.

RESPONSIBILITIES

• The following are core responsibilities for this position:
  

  • Greet all guests, including employees, with a warm smile and professional demeanor.

  • Offer beverages (water, soda, coffee) to visiting guests.

  • Ensure all guests/visitors sign in using the Digital Sign-In Enterprise iPad, which notifies the appropriate point of contact (POC) of their arrival.

  • Escort guests to their designated conference room or meeting location.

  • Place catering orders for meetings and Executive Leadership Team (ELT) functions.

  • Answer and route calls via a multi-line internal/external phone system.

  • Receive, sort, and distribute incoming packages (FedEx, USPS, UPS, etc.) to the appropriate recipients.

  • Prepare and mail outgoing packages via FedEx.

  • Manage calendar scheduling and maintain daily and recurring meeting invites.

  • Provide parking codes or passes through Metropolis Parking (https://www.metropolis.io).

• In addition to the responsibilities above, the following day-to-day tasks are expected:
  

  • Serve as the point of contact for employees regarding supplies, scheduling needs, and general support.

  • Replenish conference rooms, kitchen, supply closet, and copier area with necessary items.

  • Ensure conference rooms are tidy, organized, and ready for the next meeting.

  • Restock the kitchen daily with fresh snacks, drinks, and coffee.

  • Keep the supply closet neat, organized, and well-stocked.

  • Collect mail from the mailroom daily.

  • Water live plants as needed.

  • Maintain sufficient inventory throughout the office, including copier supplies.

  • Assist ELT members with scheduling and calendar management.

  • Proactively deconflict scheduling conflicts within ELT calendars as appropriate.

  • Approve and submit expense reports on behalf of various employees and ELT members.

  • Support the planning and coordination of both large- and small-scale company events.

  • Collaborate with other departments, such as Business Development, to support cross-functional projects and contribute to professional growth opportunities within the company.

• Additional duties from other departments such as Business Development will be supplemental into daily tasks to promote growth within the company.

ADDITIONAL INFORMATION

• This position requires onsite presence five days a week, except in cases of inclement weather.

• Standard work hours are 8:00AM - 5:00PM, with a one-hour lunch break.

• After a 90-day probationary period, onsite requirements may shift to four days in the office, with Fridays remote (WFH), unless otherwise directed.

• Daily arrival and departure check-ins are required.

• Complimentary parking is provided at both the Washington, D.C. and Arlington offices.

• This position will support up to three members of the Executive Leadership Team (ELT).

• The dress code is business casual, with jeans permitted only on Casual Fridays.

• Opportunities for overtime may be available, subject to manager approval.

What We Offer

• Competitive salaries
• Continuing education assistance
• Professional development allotment
• Multiple healthcare benefits packages
• 401K with employer matching
• Flexible time off (FTO) along with a federally recognized holiday schedule

Who We Are

At Astrion, we innovate, elevate, and shape the world of tomorrow. At our core is our purpose to "Be the Difference". This means we encourage our employees to take action and be the driving force for positive change. We foster an environment where innovative solutions flourish and our company continuously evolves.

We have a culture of care, empathy, and making a tangible difference within our organization and communities. We embrace continuous learning, growth, and innovation, and pushing the boundaries of what's possible. We promote collaboration and empowering our teams is at the core of our success.

Join Astrion and Be the Difference in your career and the world!

Astrion is an Equal Employment Opportunity/Affirmative Action Employer. We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.